COISoftware is COI compliance software that reads every certificate of insurance with AI, checks the coverage, limits and endorsements against the requirements you set, and gives each vendor a clear compliant or non-compliant status you can defend. It catches missing coverage, short limits, expired policies and mid-term cancellations, chases renewals automatically, and keeps an audit-ready record that proves who was compliant on any date. Upload a COI above to see it checked against requirements in seconds.
Last updated June 2026
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Compliance is more than having a certificate on file. These are the checks that separate a compliant vendor from a non-compliant one. They are common examples, not legal or insurance advice.
| Compliance check | Compliant | Non-compliant |
|---|---|---|
| Required coverages present | All coverage types your requirement lists are shown on the certificate | A required coverage such as general liability, auto or umbrella is missing |
| Limits meet the requirement | Each limit meets or exceeds the minimum you set for that vendor | A limit is below your minimum, including a short excess or umbrella layer |
| Additional insured status | Your organization is named as additional insured with the right endorsement | You are listed only as certificate holder, with no additional insured endorsement |
| Key endorsements | Primary and noncontributory and waiver of subrogation are confirmed where required | A required endorsement is absent, so the contractual protection is not in place |
| Policy in force | Effective and expiration dates cover the period of the work | The policy is expired, or was cancelled or non-renewed mid-term |
| Proof on file | A dated certificate and verification are stored and retrievable | No current certificate, or no record of what was verified and when |
Set your own requirements to your contracts and applicable state and federal rules. The checks above are common examples of what COI compliance software verifies, not legal or insurance advice.
Collecting certificates is the easy part. Staying compliant means checking each one against the right requirements, knowing at any moment which vendors pass and which do not, catching a policy that lapses in the middle of a contract, and being able to prove all of it later. A folder of PDFs and a spreadsheet of expiration dates tells you a certificate exists. It does not tell you whether the vendor is actually compliant.
Having a COI on file does not mean the vendor meets your requirements. The limits can be short, a required coverage like additional insured or waiver of subrogation can be missing, or the policy can be the wrong type for the work. Compliance means checking every certificate against a standard, not just confirming one was received.
When someone asks what percentage of your vendors are compliant right now, a spreadsheet of dates cannot answer it. Without a live compliant or non-compliant status on every vendor, you are reconstructing compliance by hand each time a contract, a claim or an audit forces the question.
A vendor that was compliant at onboarding can have its policy cancelled or non-renewed months later, while the work continues. Checking compliance once and filing the certificate misses the lapse, and you only find out when a loss happens and the coverage you relied on is gone.
A janitorial vendor, a roofing contractor and an IT consultant each need different coverage and limits. Holding every certificate to one generic standard either over-demands coverage or, worse, lets a high-risk vendor pass on limits that were never enough for the work they do.
Certificates expire on a rolling basis across hundreds of vendors. Without automated reminders, expired certificates pile up, compliance drifts down, and the gap is invisible until you go looking. Chasing renewals by email does not scale past a couple dozen vendors.
When an auditor, an insurer or a plaintiff asks whether a vendor was compliant on the day of an incident, you need dated evidence: what the requirement was, what the certificate showed, and that you verified it. Email threads and a current spreadsheet do not reconstruct compliance as it stood on a past date.
Certificate of insurance compliance is an ongoing state, not a one-time check. A vendor is compliant only while it carries the coverage, limits and endorsements your requirements demand, and only while those policies stay in force. Maintaining that across a large vendor base is repetitive, rules-based work: read each certificate, compare it to the right requirement, score it, chase what is missing, and watch for mid-term lapses. That is exactly what software does well. Certificate of insurance management software reads every certificate, checks it against your requirements, and turns a folder of PDFs into a live compliance status you can defend.
COISoftware reads every certificate, checks it against the requirements you set for that vendor, and gives each one a clear compliant or non-compliant status. It chases missing and expiring certificates automatically and keeps a dated record that proves compliance whenever you are asked.
Upload a COI and the AI pulls the insurer, policy numbers, coverage types, limits, effective and expiration dates, and additional insured and waiver of subrogation wording, even from scans and phone photos, so nothing is keyed in by hand.
Every certificate is checked against the requirement that applies to that vendor, and each one gets a clear pass or fail status. You see exactly why a vendor is non-compliant: a short limit, a missing endorsement, an expired policy or a coverage gap.
Define the coverages, limits and endorsements each kind of vendor must carry, and apply the right standard to the right vendor, so a high-risk contractor and a low-risk supplier are each held to a requirement that fits the work.
Automated reminders chase any expiring certificate before it lapses, and a cancelled or non-renewed policy is flagged mid-term, so a vendor does not quietly fall out of compliance while the work continues.
See your overall compliance rate and every non-compliant vendor in one view, filter by status or vendor type, and answer what percentage of vendors are compliant right now without rebuilding it from a spreadsheet.
Every certificate, requirement and verification is dated and stored, so you can show what a vendor carried and that you checked it, on any date, when an auditor, insurer or claim asks.
COISoftware reads the ACORD 25 and the broader certificate of liability insurance, then ties every certificate into full certificate of insurance management software and ongoing vendor insurance compliance tracking. When a certificate looks off, the same checks behind certificate of insurance verification flag it. If you are comparing platforms first, our best COI tracking software roundup walks through the options honestly, and the full-spelled certificate of insurance tracking software page covers the tracking side.
Maintaining certificate of insurance compliance across every vendor follows four repeatable steps.
Enter the coverages, limits and endorsements each vendor must carry, and vary them by vendor type so the right standard applies to the right vendor. Include general liability, auto, workers compensation, umbrella, additional insured, primary and noncontributory and waiver of subrogation wherever your contracts require them.
Tip: Mirror the insurance exhibit in your contract and scale limits to the risk of the work each vendor performs.
Request a COI from each vendor, or upload the certificates you already receive. The AI reads every one automatically, so building compliance across hundreds of vendors does not turn into hours of manual data entry.
Every certificate is checked against the requirement for that vendor and scored compliant or non-compliant. Short limits, missing coverage, absent endorsements and expired policies are flagged with the exact reason, so you act on the gap instead of hunting for it.
Automated reminders chase expiring certificates, mid-term cancellations are flagged, and every check is dated and stored, so compliance stays current and you can prove it on any past date when an audit or claim arrives.
Anyone responsible for proving that every vendor, contractor or tenant carries the coverage your contracts require.
A risk or compliance group is accountable for whether every vendor on file actually meets the insurance requirements in its contract. COISoftware turns each requirement into a live compliant or non-compliant status, so the team sees a clear pass or flag instead of reconciling PDFs against contracts by hand.
Procurement and vendor-management teams onboard new vendors constantly and need each one verified before work starts. The same dashboard scores every vendor and chases what is missing, and vendors and subcontractors are tracked the same way as subcontractor COI tracking for contractors.
Teams that hire contractors and vendors across many sites have to keep every certificate current and prove compliance per location. To collect, verify and monitor every certificate in one place, pair this with vendor insurance compliance software, and if you manage property, the COI tracking for property management page covers that workflow.
COI compliance software automates checking certificates of insurance against your requirements and tracking whether each vendor stays compliant over time. It reads every certificate, compares the coverages, limits and endorsements to the standard you set, scores each vendor compliant or non-compliant, chases expiring certificates, and keeps dated proof of compliance. It replaces a folder of PDFs and a spreadsheet of dates with a live, defensible compliance status.
Certificate of insurance compliance means a vendor carries the exact coverage, limits and endorsements your contract requires, and that those policies are currently in force. A vendor is compliant only when its certificate meets every requirement you set and the underlying policies have not expired or been cancelled. Having a certificate on file is not the same as being compliant, because the certificate can show short limits or missing coverage.
You ensure vendor COI compliance by setting clear insurance requirements, collecting a certificate from every vendor before work starts, checking each certificate against the requirement for that vendor, chasing anything missing or expiring, and monitoring for mid-term cancellations. Doing this by hand across many vendors is slow and easy to let slip, so most organizations use COI compliance software that reads each certificate, scores it, and flags every gap automatically.
A spreadsheet records that a certificate exists and when it expires, but it does not read the certificate, check it against your requirements, or tell you whether the vendor is actually compliant. COI compliance software reads each certificate, scores it compliant or non-compliant against the requirement for that vendor, catches mid-term lapses, and keeps audit-ready proof. The spreadsheet tracks dates; the software tracks compliance.
COI compliance software flags a policy that is cancelled or non-renewed before its listed expiration date, rather than assuming coverage lasts until the date on the original certificate. It monitors each vendor continuously and surfaces a lapse the moment it is known, so a vendor that loses coverage in the middle of a contract is flagged as non-compliant while the work is still going, instead of being discovered after a loss.
Yes. COI compliance software keeps a dated record of every certificate, the requirement it was checked against, and the verification, so you can show what a vendor carried and that you confirmed it on any past date. When an auditor, insurer or plaintiff asks whether a vendor was compliant on the day of an incident, you produce the dated evidence instead of reconstructing it from email threads and a current spreadsheet.
Pricing depends on how many vendors you track and whether you want self-serve software or a managed service, with market pricing generally running from a few dollars per vendor per year for self-service to more for full-service review. COISoftware lists transparent monthly pricing and offers a free tier, so you can start checking certificates against your requirements without a sales call and test it on your own COIs before paying anything.
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